Executive Assistant - Healthcare Sector

Role Overview

We are seeking a dedicated Executive Assistant to join a dynamic and expanding dermatology healthcare practice. This full-time, remote position supports the Founder & CEO, offering high-level executive and personal assistance. The role demands someone highly organized, proactive, and adept at navigating a fast-paced and rapidly growing environment.

Primary Responsibilities

• Manage the CEO's intricate calendar, email correspondence, and priorities with a proactive approach.
• Organize meetings and schedules across multiple executives and managers efficiently.
• Plan and coordinate comprehensive domestic and international travel, including handling last-minute adjustments.
• Support a combination of business-related and personal tasks such as family event scheduling and procurement projects.
• Research vendors, solicit multiple quotes, negotiate pricing, and secure beneficial contracts for products and services.
• Oversee online purchasing ensuring cost-effectiveness.
• Prepare agendas, document meetings, and ensure completion of action items.
• Coordinate cross-departmental projects to meet deadlines and deliverables.
• Assist with employee licensing, certifications, renewals, compliance, as well as CME and DEA professional licensing support.
• Develop and refine Standard Operating Procedures (SOPs), workflows, and administrative templates.
• Handle expenses, reimbursements, and maintain executive records.
• Draft professional communications and engage confidently with internal and external stakeholders.
• Maintain confidentiality of sensitive business, employee, and patient information in a HIPAA-compliant manner, completing required certification and adhering to NDAs.
• Support other executives and assistants during peak periods.
• Utilize AI technologies to enhance operational efficiency and automate repetitive administrative tasks.

Qualifications and Experience

• Minimum four years of experience as an Executive Assistant to C-level executives, preferably within fast-moving, growing organizations.
• Proven expertise in managing complex calendars, travel logistics, inboxes, and executive support.
• Experience negotiating vendor pricing and managing procurement processes.
• Capability to manage both professional and personal executive responsibilities effectively.
• Exceptional English communication skills, both written and verbal.
• Strong organizational skills with excellent time management and ability to prioritize tasks.
• Problem-solving mindset anticipating executive needs and maintaining discretion with sensitive data.
• Availability to work during MST business hours (Arizona time zone).
• Experience with AI productivity tools and willingness to complete HIPAA certification and sign NDAs.

Preferred Background

• Prior experience within healthcare or medical industries, especially multi-location operations.
• Exposure to HIPAA rules and handling Protected Health Information.
• Experienced with employee licensing and compliance documentation.
• Familiarity with CME, DEA, and other healthcare licensing frameworks.
• Bachelor’s degree or similar professional qualifications.
• Proven ability to collaborate across executives, departments, and company leaders.

Technical Skills & Tools

• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) or Microsoft 365 suites.
• Comfortable using Slack, Microsoft Teams, Zoom, or similar communication platforms.
• Familiarity with project management tools such as Asana, ClickUp, Trello, or Monday.com.
• Experience with travel booking and itinerary management software.
• Utilization of AI tools like ChatGPT, Microsoft Copilot, Gemini, or equivalent for enhanced productivity.
• Knowledge of online procurement and vendor management tools.
• Use of expense tracking and reporting software.
• Understanding of Electronic Health Record (EHR) or Electronic Medical Record (EMR) systems is a plus.

Working Hours and Compensation

• This role is full-time, aligned with U.S. MST (Arizona) working hours.
• Remote working arrangement.
• Monthly salary ranges from 20000 to 38000 South African Rand, dependent on qualifications and experience.
• Additional benefits include annual salary increases, bonuses, paid holidays, and paid time off.
• Structured onboarding process and continued support aimed at long-term career advancement.

Technical Requirements

• Reliable internet connection with minimum 25 Mbps upload and download speeds.
• Computer equipped with at least a 2.4 GHz processor, 8 GB RAM, running Windows 10+/macOS 10.10+.
• HD webcam capable of 720p resolution.
• Noise-cancelling headset with microphone for clear communication.

Benefits

• Competitive pay structure.
• Fully remote work environment.
• Opportunities for professional growth within a rapidly growing healthcare company.
• Direct collaboration with a successful Founder & CEO.
• Chance to make significant impacts across multiple company locations.
• Supportive and collaborative team culture.
• Exposure to strategic leadership, business operations, and executive-level projects.
• Continuous training and career development programs.